Project Administrative Assistant
Skills
About This Role
Company Description
Just Moya Trading & Contracting specializes in delivering world-class luxury custom interior design solutions for clients globally.
With extensive expertise in designing residential homes, hotels, restaurants, offices, sports fields, villas, resorts, and entertainment areas, we bring our clients' vision to life.
Our work encompasses creating high-end furniture, artwork, painting, renovation, and styles, blending modern design with fine Turkish craftsmanship.
Guided by a commitment to quality and customer satisfaction, we aim to be a leading interior design firm recognized internationally for our exceptional services and products.
Role Description
This is a full-time on-site role as a Project Administrative Assistant based in Doha, Qatar.
1. Tracking & Reporting
- Maintain and update RFQ tracker (supplier, date sent, status, follow-ups)
- Maintain quotation log (prices, suppliers, submission status)
- Maintain material submittal tracker (submitted, approved, rejected, pending)
- Maintain order & delivery tracker (ordered, delivered, remaining quantities)
- Ensure all trackers are updated daily and accurately
2. Material Submittals Support
- Assist in preparing and compiling material submittals
- Edit documents (cover pages, formatting, indexing)
- Convert, merge, and organize PDF files
- Submit material submittals to client/consultant as instructed
- Track and follow up on submittal status
3. Document Control & Filing
- Organize and maintain all project documents, including:
- RFQs
- Quotations
- Material submittals
- Technical datasheets
- Delivery notes and packing lists
- Ensure proper file naming and structured folder system
- Retrieve and share documents quickly upon request
4. Emails & Communication
- Draft and send emails to suppliers, clients, and consultants
- Send RFQs, follow-ups, and document submissions
- Maintain clear and professional communication
- Follow up on pending responses when required
5. Delivery Notes & Packing Lists
- Prepare delivery notes (DN) for site deliveries
- Prepare packing lists for shipments
- Ensure accuracy of quantities, descriptions, and references
- Maintain proper records of all deliveries
6. Order & Delivery Coordination
- Track all orders and deliveries in Excel
- Update delivered and remaining quantities
- Ensure all delivery information is recorded and organized
7. General Administrative Support
- Assist with document updates and basic data entry
- Support in organizing BOQs and simple comparisons when required
- Follow instructions to edit, update, and send documents
- Handle additional administrative tasks as assigned
Qualifications
- Strong administrative assistance skills
- Effective phone etiquette and communication abilities
- Proficiency in clerical tasks and attention to detail
- Highly organized and capable of managing multiple tasks simultaneously
- Proficient in Microsoft Office Suite and other relevant software
- Ability to work collaboratively in a fast-paced environment
- Previous experience in administrative roles or the design/construction industry is a plus
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